Academic Planning and Delivery

Module purpose

The Academic Planning and Delivery module turns a published curriculum into the academic work that an institute will actually carry out for a cohort.

Setup defines the reusable academic requirement. Student and Cohort Management identifies the cohort and the curriculum version it follows. This module works with the cohort’s dated phase plan and creates its operational academic records.

Published curriculum version
  -> Cohort phase plan
      -> Phase learners and learner groups
      -> Course offerings and course sessions
      -> Clinical posting rotations and unit assignments
      -> Reviewed and published master timetable
      -> Course and clinical-posting workspaces
      -> Actual course and clinical delivery
      -> Attendance records and monitoring

The curriculum continues to answer what is required. This module answers when, where, for which learners, and by whom it is planned or delivered.

What this module owns

This module owns the dated operational records used to run academic delivery, including:

• cohort phase plans;
• learner groups used for academic delivery;
• cohort course offerings;
• course sessions and departmental teaching schedules;
• master timetable revisions, reviews, and publications;
• clinical-posting plans and learner rotations;
• planned faculty and facility allocations;
• actual course-delivery records and course-workspace communication;
• dated clinical-posting occurrences, actual delivery, operational changes, and completion-readiness snapshots; and
• academic attendance occurrences, marks, calculations, and certificates.

Planning, scheduling, publication, teaching delivery, and attendance are connected, but each retains its own record and approval history.

What this module does not own

This module does not:

• change a published curriculum version;
• redefine the hours, components, competencies, or audience mode required for a course;
• create or move a student’s programme enrolment;
• make student progression decisions;
• define assessment requirements or record assessment results;
• decide examination eligibility from attendance;
• treat a normal practical class as an examination;
• provide a full learning-management system, video platform, or online gradebook;
• manage patient care or hospital operations.

Setup remains authoritative for courses, curriculum placements, delivery components, eligible departments, facilities, academic roles, calendars, and capacity rules. Student and Cohort Management remains authoritative for the cohort, programme enrolment, curriculum version, cohort membership, and student phase assignment.

Actors and access

Access source	Access in this module
Tenant Admin	Views institute and cohort summaries across the tenant; does not automatically prepare or publish an institute timetable
Institute Admin	Views institute-wide planning readiness and assigns authorised functional roles; administrative access alone does not approve academic schedules
Institute member with Academic Registrar role	Coordinates phase-level academic planning and resolves institute-wide planning gaps
Institute member with Phase Coordinator role	Prepares and monitors academic work for an assigned cohort phase plan
Department Admin, normally with HOD appointment	Confirms department capacity, coordinators, faculty availability, and departmental teaching schedules
Unit Admin	Confirms unit availability, learner capacity, locations, and eligible clinical team, and manages permitted operational changes during assigned postings
Institute member with Course Coordinator role	Prepares one assigned course offering and completes its departmental teaching schedule
Institute member with Clinical Posting Coordinator role	Prepares clinical rotations, runs department and unit scheduling, resolves conflicts, and submits the plan for review
Institute member with Timetable Coordinator role	Runs manual or automatic scheduling, resolves clashes, and prepares the master timetable for review
Institute member with Attendance Approver role	Finalises submitted attendance and decides permitted corrections within assigned scope
Faculty	Uses assigned course or posting workspaces, records actual delivery, shares permitted course resources, and captures attendance
Student	Uses applicable course and clinical-posting workspaces and views only released timetable, course, posting, evidence-summary, and personal attendance information
Auditor role	Reads requirements, changes, scheduling runs, allocations, approvals, and history within scope

Organisational scope controls which institute, department, unit, or cohort records a user may reach. Functional roles and academic assignments control which actions they may perform.

Academic-planning flow

Create and approve the cohort phase plan
  -> Reconcile the actual phase roster
  -> Create stable learner groups
  -> Prepare and schedule cohort course offerings
  -> Prepare department rotations and unit-level clinical assignments
  -> Resolve course and posting conflicts
  -> Review and publish the master timetable
  -> Conduct course teaching and operate dated clinical postings
  -> Record actual course and clinical delivery
  -> Capture, finalise, monitor, and certify attendance

The system supports both common working orders:

• a department may prepare its topics and sessions first and then schedule them; or
• the Timetable Coordinator may allocate course periods first and the department may complete the topic-wise teaching schedule afterwards.

The required course coverage must be complete before the academic schedule is finally published, but topic entry does not have to block the first scheduling run.

Documented epics

1. Cohort Phase Planning

Creates the dated operational instance of a curriculum phase, establishes its projected and actual learner position, checks planning readiness, and controls approval, activation, amendments, teaching completion, and closure.

Open Cohort Phase Planning →

2. Learner Group Management

Creates the stable practical, tutorial, clinical, and other phase-level groups used by course and posting schedulers. It supports balanced generation, manual adjustment, actual-roster reconciliation, locks, effective-dated changes, and history.

Open Learner Group Management →

3. Course Offerings and Course Scheduling

Creates one operational offering for each course required in a cohort phase, connects the actual learner groups and eligible resources, prepares course sessions, and supports manual and automatic scheduling. It also provides the department’s topic-wise teaching schedule and coverage checks.

Open Course Offerings and Course Scheduling →

4. Clinical Posting Planning and Scheduling

Creates the clinical rotation calendar, assigns stable clinical groups to department postings, divides each assigned group into posting-specific unit subgroups, and validates duration, unit, site, location, supervisor, and learner capacity through manual or automatic scheduling.

Open Clinical Posting Planning and Scheduling →

5. Master Timetable Review and Publication

Brings course sessions and clinical-posting blocks into one controlled revision, checks conflicts and coverage across the institute, supports review and approval, and publishes an immutable timetable to the correct faculty and student audiences.

Open Master Timetable Review and Publication →

6. Course Workspace and Academic Delivery

Provides the day-to-day faculty and student workspace for one cohort course offering. It presents the released schedule and teaching plan, records actual teaching, and supports lightweight materials, announcements, and discussions without becoming a full learning-management platform.

Open Course Workspace and Academic Delivery →

7. Attendance Management

Creates attendance occurrences from real academic activity, captures and finalises learner marks, preserves controlled corrections, calculates explainable category-specific attendance, monitors shortages, and produces versioned attendance statements.

Open Attendance Management →

8. Clinical Posting Workspace and Delivery

Provides the daily operating workspace for a released clinical posting. It creates dated posting occurrences, shows the expected learners and unit assignment, records the actual supervisor, unit, location, time and activity, launches attendance, and brings together completion-readiness facts without copying attendance or competency evidence.

Open Clinical Posting Workspace and Delivery →

Data model

See Academic Planning and Delivery Data Model for the phase-plan, learner-group, course-offering, clinical-rotation, timetable, course-delivery, clinical-delivery, attendance, and ownership records introduced by these epics.